Privacy policy · Friendly Aigency

Data collected

As part of the contact form, we collect your name, email address, subject and message content.

Purpose of processing

This data is used exclusively to respond to your request and is never sold or shared with third parties, other than the technical providers needed to run the site (see below). Data relating to the use of an AI Employee is processed only to run the service you have chosen, as detailed below.

Data retention

Contact form data is kept for no longer than necessary to process your request. The data needed for your AI Employees to operate is kept for the duration of the subscription. After the subscription ends, it can be deleted on the client's simple request, subject to any applicable legal retention obligations.

Your rights

Under the General Data Protection Regulation (GDPR), you have the right to access, rectify and delete your data. To exercise it, contact us at FriendlyAigency@gmail.com.

Client area and AI employees: data processed

If you use an AI Employee, we process the information you entrust to us so that it can work, depending on the AI Employee chosen. For all: your company details, the notification channel chosen (e-mail address, Telegram identifier) and the history of actions. Léa: the requests received through your form (message, name and contact details of the person writing). Noémie: appointment requests (name, e-mail, phone, requested service and slot) and their follow-up. Emma: the name and e-mail address of the customers you ask for a review, the request status and unsubscriptions. Hugo: the documents you drop in, their content as read to identify them, and their filing. Pierre: tracked invoices (client, client e-mail, amounts, due dates, references, payment status), reminders you prepare or edit, including a copy of the text of the reminders sent, kept in our internal support log. Camille: the activity summary sent to you by e-mail or Telegram. This data is stored and processed with our technical providers: application hosting (Vercel), database and file storage (Supabase), e-mail delivery (Resend), notification messages (Telegram), subscription payment (Stripe) and artificial intelligence (OpenAI), which reads the documents, e-mails or requests sent to it in order to extract information. The payment and Gmail details are in the following sections. This data is neither sold nor used for advertising.

Subscription payment (Stripe)

Payment for your subscription is made on the secure pages of Stripe, our payment provider, which processes your payment card details; we neither receive nor keep your card number. From Stripe we receive your e-mail address, the Stripe identifiers of your account and subscription, the offer chosen, the amount and the payment status, in order to create your client area and follow your subscription. This data is neither sold nor used for advertising; its retention follows the "Data retention" section, subject to applicable legal retention obligations.

Gmail connection (Pierre agent)

If you connect your Gmail to the Pierre agent, you authorize it, through Google and revocable at any time, to access your mailbox in READ-ONLY mode (Google permission "gmail.readonly"). We cannot send, modify or delete your e-mails, and we never receive your Google password. Technically, this permission allows your messages and mailbox settings to be viewed; Pierre only uses messages and their attachments, and is designed to look only for those related to billing: invoices you sent, their attachments and messages confirming a payment. This selection is targeted but not perfect: some messages unrelated to billing may be briefly analysed before being discarded; their content is then not kept.

Gmail: automatic background reading

Once Gmail is connected, reading happens automatically in the background, without any action on your part: when you open Pierre's Invoices page if the last reading is more than 10 minutes old, and on a schedule at regular intervals, including when you are not logged in to the site. On the first reading, Pierre may go back up to 90 days; afterwards, it only processes messages received since the last reading. Pierre automatically adds to your follow-up the invoices it manages to read completely; the others are offered to you as "to check". It may mark an invoice as paid when a message clearly proves it (you can undo this). No reminder is sent to your client without your approval. Reminders you approve are sent through Friendly Aigency's e-mail delivery service (Resend), not from your Gmail mailbox; any reply from your client is addressed to Friendly Aigency's contact address (FriendlyAigency@gmail.com).

Gmail: what we keep

We keep, in our database: the Google authorization (an encrypted token, never visible in your browser), the address of the connected Google account, the connection status and its technical history (dates, permissions granted, error codes); for each message or attachment analysed, including those finally discarded, technical identifiers (message and thread identifiers, date, sent or received message, analysis result) and a cryptographic fingerprint of the attachment so it is not read again; the information needed for follow-up (client, client e-mail — read from the invoice or, failing that, taken from the recipient of your message —, amounts excl. tax, VAT and total, dates, reference, payment status) with a link to the message; and, for a detected payment, the message identifier and the signals used. While an invoice is "to check", the information read and the attachment file name are also kept. We do not keep the content, the subject or the attachments of your e-mails. Retention period: The data needed for Pierre to operate is kept for the duration of the subscription. After the subscription ends, it can be deleted on the client's simple request, subject to any applicable legal retention obligations.

Gmail: what is sent to OpenAI and Vercel

To read an invoice or a proof of payment, the attachment (PDF or image) or the text of the message (subject and body, with quotations of earlier messages removed where identifiable, limited to 6,000 characters) is sent to OpenAI, our artificial intelligence provider, only to extract the billing information. This may concern messages or documents that are finally discarded. We do not keep this content; OpenAI may keep it temporarily under the terms of its service. If AI reading is not enabled, Pierre reads what it can without it and sends nothing to OpenAI; during a temporary outage of the service, a submission may be attempted and fail, and uncertain invoices are offered to you as "to check". Vercel, our host, runs this reading: message content passes through it while being processed and is not recorded by our application.

Gmail: disconnection and revocation of the authorization

You can disconnect Gmail from Pierre's Invoices page: reading stops, the encrypted token is deleted, pending "to check" invoices are erased, and we ask Google to revoke the authorization. If Google does not confirm this request, the application tells you; you can withdraw the access yourself, at any time, from your Google account (myaccount.google.com/permissions). Gmail is also disconnected automatically, with the same effects, when your Pierre subscription is no longer active. Disconnecting does not automatically delete the invoices already added to your follow-up or the other data described in the "Gmail: what we keep" section; their retention and deletion are described in the "Data retention" section.

Google API Services User Data Policy

Friendly Aigency's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements. This information is only used to provide the invoice follow-up features visible to you; it is only passed on to the technical providers needed for this service (hosting, database, e-mail delivery and artificial intelligence, see above), is neither sold nor used for advertising, is not used to train general-purpose AI models, and is only read by people in the cases this policy allows (with your consent, for security, or to comply with the law).

Cookies

This site uses no advertising cookies. It sets the cookies needed for it to work: the client-area login session (when you log in), the memory of your language, and, while Gmail is being connected, a temporary security cookie (10 minutes) reserved for that step. One third-party audience-measurement tool loads without waiting for your choice in the banner: Vercel Web Analytics (page views and clicks on certain buttons, with no cookie or storage in your browser). With your consent through the banner, two more tools are enabled: our own measurement tool (page views, origin, campaign, time spent, device type, browser, language and country, without keeping your IP address, with a session identifier kept only in the open tab) and Microsoft Clarity (site usage analysis), which may set its own cookies and send data about your browsing to Microsoft. Microsoft Clarity is never enabled in the client area, or on the login, contact, product access, download or post-payment welcome pages. Payment for the subscription is made on Stripe's pages, which may set their own cookies under their own policy.